1. UCLA Enterprise Messaging Enterprise Messaging (EM) Migration C OLLEGE OF L ETTERS & S CIENCE D IVISION OF UNDERGRADUATE E DUCATION 03/05/2010 EXCH 2007

2. UCLA Enterprise Messaging 2 Features of EM System  Enterprise Messaging  Microsoft Exchange Platform  Integrated Mail & Calendar  Centralized mail storage  Global Address Book – updated weekly  Campus Faculty, Staff, Departmental Lists & Resources  Shared Calendars and Resources  Across Departments on EM  OWA – Outlook Web Access (Webmail)  Built-in SPAM Control - ProofPoint  Enterprise Messaging  Microsoft Exchange Platform  Integrated Mail & Calendar  Centralized mail storage  Global Address Book – updated weekly  Campus Faculty, Staff, Departmental Lists & Resources  Shared Calendars and Resources  Across Departments on EM  OWA – Outlook Web Access (Webmail)  Built-in SPAM Control - ProofPoint

3. UCLA Enterprise Messaging 3 Your Transition: Friday, April 9 th 5:00 PM - no email access onLeave your computer powered on Migration of: Mailboxes, Calendars & Contacts Sat & Sun, April 10 & 11 th No weekend email access Monday, April 12 th 8:00 AM: Migration complete

4. UCLA Enterprise Messaging 4 New Logon & Password Existing username Existing password Your UIT workstation Logon New logon username: UCLA Logon IDUCLA Logon ID Existing Password (if compliant) NewEM Email Outlook & OWA New EM Email Logon: Outlook & OWA Two separate logons:

5. UCLA Enterprise Messaging 5 EM Email Account Logon When you launch Outlook or Outlook Web Access (OWA webmail), EM prompts you for a Username and Password: EM Username = your UCLA Logon ID EM Password = Existing Password (401 compliant) Your UCLA Logon ID (formerly BOL ID) authenticates your new EM Email account EM and BOL are separate systems, both of which use the UCLA Logon account name for authentication. UCLA Logon ID also provides full BOL services.

6. UCLA Enterprise Messaging 6 Address & Passwords jbruin@college.ucla.edu Your EM Email Address is the same as before: Changing your EM password does not change your Network password & vice versa Synchronize EM & your Network passwords: Look it up at: https://logon.ucla.eduhttps://logon.ucla.edu Forgotten your UCLA Logon ID?

7. UCLA Enterprise Messaging Microsoft Outlook Logging In Sending Email & Global Address List (GAL)

8. UCLA Enterprise Messaging Post-Migration Email Logon “Remember my password” is disabled  EM User Name: ad\UCLA LogonID  Password: EM Password 8

9. UCLA Enterprise Messaging 9 Global Address List (GAL) Click or type here to Search the GAL for: Current list of Faculty & StaffEM Department ListingsYour Personal Contact List Video: GAL

10. UCLA Enterprise Messaging 10 Addressing with Check Names 1.Type the recipient's First and Last Name 2.Click the Check Names button, or (Ctrl+K) to find user in the Global Address List or your Contact list.

11. UCLA Enterprise Messaging 11 Global Address Book (GAL)  Current list of Faculty, Staff  EM Department Listings & Resources  Your migrated Personal Contact list Video: Send Using GALSend Using GAL

12. UCLA Enterprise Messaging 12 Your Sharing Your Calendar In Calendar Navigation Pane, click: Share My Calendar  You choose:  Who is allowed to see your appointments  What they can do with it by granting permission Granting permissions to your calendar: Click: Share My Calendar

13. UCLA Enterprise Messaging 13 Calendar Sharing - Permissions  Click Add… to select Users from the GAL or Contacts  Assign a Permission Level to that User  Click OK *Note: Calendar shares will not migrate. Prior to migration, take a screen shot. You will have to recreate them after migration.

14. UCLA Enterprise Messaging Automatic Deletion Policy 14 Deleted Items & Junk Mail: 6monthsDeleted Items or Junk Mail 6months after items land in the Deleted Items or Junk Mail Folder, they will be automatically deleted  Drag any ‘wanted’ Deleted or Junk Items in another folder

15. UCLA Enterprise Messaging OWA Outlook Web Access WebMail Windows or Macintosh

16. UCLA Enterprise Messaging 16 Outlook Web Access (OWA) www.em.ucla.edu

17. UCLA Enterprise Messaging 17 Logon to OWA: www.em.ucla.edu Click the OWA link Your existing Password (401 compliant)

18. UCLA Enterprise Messaging 18 Outlook Web Access (OWA) Internet Explorer Inbox Folder views Global Address Book

19. UCLA Enterprise Messaging 19 Outlook Web Access (OWA) Alternate logon page if you are timed out! www.em.ucla.edu

20. UCLA Enterprise Messaging 20 Changing your EM Password Select Options > Change Password > Click Save Note: OWA is the only place to change your EM Password

21. UCLA Enterprise Messaging 21 Out of Office Assistant Options Select Options > Out of Office Assistant > Click Save

22. UCLA Enterprise Messaging Global Address Book Faculty:Staff: Resources : EM Dept. Lists 22 Preview details Navigation Filters Your Contacts:

23. UCLA Enterprise Messaging 23 Global Address List (GAL) EM Department Listings:  Searchable by Department  New: Reading Pane displays Contact information

24. UCLA Enterprise Messaging 24 Schedule an OWA Appointment  Click Calendar folder  Click New > Appointment Optional method: Double-click the time slot

25. UCLA Enterprise Messaging 25 Schedule an OWA Appointment  Enter appointment details  Click Save and Close  OWA appointments are synchronized with the Outlook calendar

26. UCLA Enterprise Messaging 26 Scheduling a Calendar Meeting in OWA 2.Invite Attendees as Required or Optional and add meeting details 3.Verify Free/Busy availability and click Send 1.From Calendar > New > Meeting Request, the Meeting Organizer schedules a Meeting Request

27. UCLA Enterprise Messaging Advanced Search 27  Click the chevrons to expand the search  Select which Folders and Items to Search  Click

28. UCLA Enterprise Messaging Bounce Backs/NDRs “Your message did not reach the intended recipient…” Replying To external to DUE organization, When Replying To messages external to DUE organization, prior to April 9 th : *Type the full email address or use the GAL/Check Names method UCLAoutside DUE Alert UCLA colleagues outside DUE, who ‘Reply To’ pre-migration messages may not reach you: *Type the full email address or use GAL/Check Names method Messages from outside campus are not affected @college.ucla.edu Your replies to other @college.ucla.edu users are not affected 28 Your Nickname file will repopulate again

29. UCLA Enterprise Messaging 29 Your Transition: Friday, April 9 th, Record Calendar Permissions & Rules onLeave your computer on Beginning 5:00 pm: - No email access Sat & Sun, April 10 & 11 th No weekend email access Monday, April 12 th, 8:00am Migration complete: Mailboxes, Calendar & Contacts Recreate Calendar Permissions & Rules Don’t know your UCLA Logon ID Don’t know your UCLA Logon ID? Go to: https://logon.ucla.edu

30. UCLA Enterprise Messaging Client Configuration & Setup www.em.ucla.edu > Training Resources 30

31. UCLA Enterprise Messaging Proofpoint Anti-SPAM User-Managed Features 2/26/10

32. UCLA Enterprise Messaging ProofPoint Anti-Spam 32 User-Managed Anti-Spam Proofpoint: Scans and scores incoming messages Blocks, delivers or quarantines messages Sends you a daily quarantine report (End User Digest) You: Open & view quarantined messages (End User Digest) Release email Whitelist / Blacklist email addresses

33. UCLA Enterprise Messaging ProofPoint Anti-Spam 33 Accessing Proofpoint  End User Digest  Email delivered if messages get quarantined  You open it to access and view your quarantined email

34. UCLA Enterprise Messaging ProofPoint Anti-Spam 34 End User’s Digest Spam Quarantine Report Watch video  View opens quarantined email safely  Release delivers misclassified email (*check your Junk Mail folder)  Safelist delivers & adds the sender to Safe Senders  Not Spam reports false positives to Proofpoint for analysis (does not deliver)  Messages are held 14 days – then deleted automatically

35. UCLA Enterprise Messaging ProofPoint Anti-Spam 35

36. UCLA Enterprise Messaging ProofPoint Anti-Spam 36 End User’s Digest Daily Spam Report Watch video  Request New Digest  Emails you an up-to-date Digest  Request Safe-Sender List  Emails you a list of your Safe and Blocked Senders  Manage My Account  To View & open email  Make changes to your Digest from a single web page Good practice: Save at least one digest in your Inbox, to have access to these Proofpoint tools.

37. UCLA Enterprise Messaging ProofPoint Anti-Spam 37 Quarantine Manage My Account: Quarantine Watch video Clicking ‘Manage My Account’ :  Opens Proofpoint’s web interface  Quarantined messages populate The Quarantine tab:  View all Quarantined items to: Release (deliver) Safelist & deliver Send a Not Spam report Delete (messages are automatically deleted after 14 days)

38. UCLA Enterprise Messaging ProofPoint Anti-Spam 38 Lists Manage My Account: Lists Lists Click Lists to:  View  Add  Edit or Delete Enter a specific address or internet domain. Not case sensitive. Safe and Blocked Senders List

39. UCLA Enterprise Messaging ProofPoint Anti-Spam 39 Profile Manage My Account: Profile Determine the Digest delivery:  New messages only  Send daily regardless  Turn-off Digest delivery Select alternate policy:  Default  Opt out – delivers all spam to your email Inbox (NOT recommended) Customize your Account Settings Don’t forget to Save

40. UCLA Enterprise Messaging ProofPoint Anti-Spam 40 Tips: Missing your Daily Digest or Released email? Check your Junk Mail folder Add your End User Digest to Safe Sender’s list Click “Manage My Account” link to ‘View’ emailCheck your Quarantined email frequently For false positives Before it’s automatically deleted after 14 days

41. UCLA Enterprise Messaging Support & Information: Call Your Helpdesk: x64525Contact: Helpdesk@college.ucla.edu www.em.ucla.edu > Training Resources linkwww.em.ucla.edu Click the ‘Ask’ Knowledge Base FAQs EM Knowledge Base FAQs & How To’s: 41

42. UCLA Enterprise Messaging Future EVault Enterprise Vault Archiving Future Feature: EVault Enterprise Vault Archiving 42  Reduces mailbox size and items  Dept. Calendars will run faster  Powerful search tools for finding archived files quickly  Archived messages can be Forwarded, Deleted, Replied To  Anywhere access to archived items through OWA  Transparent and automatic  No more PST headaches Archiving for older mailbox items